Detailed Steps

Support Link

From the company Portfolio, select Create Project. Always base the new project on the Standard Project Template (Industrial) to ensure all relevant company settings are carried over.

Note: The Procore Support site has a full list of what gets copied and what doesn’t.

Create a new project

Procore Copy List

Whilst working through the Project Creation Wizard, it is recommended that only the following sections are completed at this point:

• Add Project Details – It is important to enter as much detail as possible in this section. These details can be modified at a later date.

• Confirm all Tools – Ensure all tools are turned ON

• Add Directory Users – Only add Fletcher Industrial Development team members at this point, ensuring the correct Permission Templates are applied to each user.

*At this point, the Company Administrator should hand the remaining configurations over to the Project Administrator 

Add Project Details

Add Tools

Add Directory Users

Detailed Steps

Support Link

From the Project Homepage, add any useful Project Links to assist users with fast navigation to support / reference sites. The following links are recommended as a minimum:

• Procore Support Site

• User Permissions Matrix

• Procore Learning Portal

• Procore Feedback Forum

Add Project Links

From the Admin menu, select Locations. Create the project location hierarchy based on:

For a multi-stage Development Project:

For a single stage Development Project:

The Procore Imports app and template (excel sheet) can be used for importing bulk locations.

For further details on how Procore should be set up, please refer to Annexure 2 - Fletcher Industrial Development Procore Project Framework

Add Locations

From the Admin menu, select Tendering. Review the Project Information, Tender Instructions and Confirmation Message. Update any content relevant to the project.

Tendering Configurations

From the Admin menu, select Defects List. Nominate defaults and review settings.

Defect Configurations

From the Core Tools menu, select Documents. Review the folder structure copied over from the template project and make any changes necessary. Folders should be broken down to the level of Tier 2 Locations – Ie Lot / Civils / Commons level.

Folder Configurations

From the Project Management menu, select Correspondence then click on the settings cog. 

• All Correspondence templates have the three global statuses - Open, Closed and Draft. Create any additional project-specific statuses required for each type.

• For any Correspondence types with the “Description” field active, add any required default descriptions. Note: This is done for each individual Correspondence type.

Correspondence Settings

From the Project Management menu, select Submittals then click on the settings cog. Select Submittal Workflow Templates then create any new required templates – Submitters / Approvers should be added in order:

Create Submittal Workflow Template

From the Project Management menu, select Inspections then click on the settings cog. Click on Import Company Templates. Any templates that have carried across from the project template will already be available, select all additional company templates relevant to the project that are required. 

Note: All Inspection Templates for Fletcher Industrial Development will have the “Type” labelled as “Industrial” – These can easily be refined using the Filter. The Industrial Team may also choose to use the Land Development “LD” templates as well, if required. 

Import Inspection Templates

From the Project Management menu, select Defects then click on the settings cog and select Defects List Templates. Review the standard defects lists and modify as necessary to suit project requirements. 

In the Defect Types section, add the following types:

• Incomplete Works

• Defective Works

Defect List Templates

From the Project Management menu, select Photos then click on the settings cog, select Albums and create the following standard albums:

General Albums:

• Site Progress Photos

Albums based on Locations:

• Stage 1, 2, 3 etc.

• Building 1, 2, 3 etc.

• Area 1, 2, 3 etc.

Create Photo Album

From the Project Management menu, select Drawings then click on the settings cog, tick the Enable Drawings by Area setting, then Update.

Return to the Drawings page and create any necessary Drawing Areas.

For an Industrial Project, Drawings Areas can be created to separate different drawing types (ie Standard Details, Standard Authority Drawings, Sketches, Design Drawings etc.) 

Drawings can be moved from one Area to another but cant be compared or tracked across two separate areas.

Enable Drawing Areas

Add Drawing Area

Browse through all other Project Management tools and review the settings by selecting the  button.

Description

Drawing Set Options

All Fletcher Industrial Development’s project specific drawings and elevations (all disciplines).

10 – Feasibility

20 – Resource Consent

40 – Building Consent

50 – IFC

60 – As Built

All sketches produced prior to being issued a formal drawing no.

70 – Sketches

All shop drawings received from Contractors and marked up reviews from Consultants (extracted from Submittals)

80 – Shop Drawings

All standard drawings / details from project Stakeholders:

• Sales (Renders, marketing, branding, signage, fitout etc.)

• Authorities (standard council details etc.)

90 – Standard Details

Drawing Management Permissions

Adding drawings to Procore is a three-step process:

1. Upload drawings

2. Review drawings

3. Publish drawings

Users with Admin level permissions on the drawings tool can complete all steps and granular permissions are available to allow Standard level users to Upload Drawings or Upload and Review drawings.

The granular permissions will allow certain users to perform the bulk upload work with the Project Management team members as the ‘gatekeepers’ on the drawings tool, controlling the accuracy of the drawing information and what is publicly available. In this scenario, drawings will exist as either Drawings ready for Review or Unpublished Drawings and will only be visible to Admin level users until such time as they are published. They will not appear in the Current Drawings view in Procore. 

Drawing Granular Permissions

Unpublished Drawings

Upload New Drawings to Procore

Once the settings have been configured for a project, drawings can be uploaded via the orange ‘Upload Drawings’ button on right hand panel of the Drawings tool.

1. Upload Drawings

• Note: If your project uses Drawing Areas, open the drawing area you want to upload drawings to. 

2. Attach files

3. Select an existing set or create new set

4. Nominate default drawing dates and revisions (this is optional, but will save time if information is repeated across the upload set)

5. Click Process

Notes

• Drawings must be in PDF format

• When uploading drawings, you can choose a new or existing drawing set to associate with the collection of drawings. Drawings in the same set will generally have the same drawing date or serve the same purpose, such as being revisions to previous drawing versions. Examples of common drawing sets are Tendering, Issued for Construction or Amendment/Addendum.

• While drawings received via email can be direct dragged and dropped in to the Procore Upload Drawings portal, it is best practice that all drawings received should be saved to either Procore Documents or to a Windows File on your computer. It is recommended that a new folder is created for each collection of drawings and is labelled with the drawing set name used in Procore and the date. This will allow easy cross referencing if needed for reconciliation purposes. 

• Multiple files can be uploaded at once and these files can either be single PDF’s or a combined PDF. Merged pages will be separated during the upload process. 

Follow the listed support articles for detailed steps

Upload Drawings

Create a Drawing Set

Review and Confirm Drawings

Once the upload is complete, the drawings will be available for review. 

Unpublished drawing collections will appear as a tile on the right-hand panel of the Drawings tool, with a button Click here to review. Alternatively, the link can be followed from the email notification automatically issued from Procore. 

Once in the Review Drawings screen, all drawings are listed on the left hand side. Work through the list and enter relevant information/check all details are correct for each sheet, including:

• Drawing Number

• Discipline

• Drawing Title

• Revision

• Drawing Date

• Received Date

• Drawing Set

Procore scans the file using Optical Character Recognition (OCR) for pre-fill some values. Check these carefully and amend as required.

Once details have been reviewed, click Confirm. This can be done on the individual drawing as you progress, or there is a Confirm All function above the drawing list. 

From here, project admins have the ability to ‘Publish & Distribute All’ or ‘Publish All’ on the main drawing screen. 

Note 

• Drawings will not be visible to anyone apart from drawing admins until such time as they are published. 

• By selecting ‘Publish & Distribute All’, all users registered as drawing subscribers will receive an email notification. 

Follow the listed support articles for detailed steps.

Review and Confirm Drawings

Publish Drawings

Drawing Update Notifications

Upload Drawing Revisions

Uploading revised drawings to Procore follows the same methodology as described above for uploading new drawings. Procore will recognise the drawing number and automatically record the same details as the previous revision, selecting the next available number or letter in the revision series. 

The review process in the same – ensure to carefully check all details and that the revision number proposed by Procore matches the actual drawing. 

Once complete, publish and distribute drawings as appropriate. 

Follow the listed support articles for detailed steps.

Upload Drawing Revisions

Edit a Drawing

Information for drawings can be edited individually or in bulk. They can also be marked as Obsolete, and thus removed from the current set. 

Additional details can be added on the drawing view page. From the drawing register, click the ‘Info’ button next to a drawing and complete the additional custom fields set up for [your company]. These include:

• Status

• Author (Company)

• Print Size

These additional fields allow for filtering on the drawing register page and are only editable on the drawing view page. 

Drawings can be deleted from either the drawing register page or the individual drawing view page. 

• You are only deleting that particular revision for a drawing. If you delete the most recent revision, then the previous revision will automatically become part of the current set.  

Edit Drawings

Mark Drawing as Obsolete

Delete Drawings
 

Transmit or Email Drawings

On the drawing register page, drawings can be selected and emailed to any project user. 

Mark the checkboxes required and click the orange Email Drawings button on the right-hand panel. Fill out the email fields and click send. 

This function is also available on the individual drawing info page.

Any emails sent from the drawings tool will be available under the ’Emails’ sub tab of an individual drawing view page.  

Note

• On the drawing register page, ticking the box next to the discipline name will select all drawings under that discipline. There is also the option to select all drawings in the current or historic sets. 

• You can elect to view and select the drawings by viewing the current set (default view), or specific sets including superseded drawings. To toggle between the different views, select either ‘Current Drawings’ or ‘Drawing Sets’ on the drawing landing page.  

The other method for sending drawings from Procore is to use the Transmittals Tool. Emailing drawings direct from the tool is quicker and easier, however the Transmittals tool give a more official method issuing of information and can include documents in addition to drawings. It is also easier to find official records and it is recommended that this is used to transmit any contract reference documents. 

Follow the listed support articles for detailed steps.

Email Drawings

Track Emailed Drawings

Create a Transmittal

Attach multiple files to a transmittal